Federal College Work-Study

1. Federal College Work-Study

2. Agenda • Introduction • Federal College Work-Study (FCWS): Employment at UVA • CAVLink • Getting the most out of Oracle • Miscellaneous Topics • Frequently Asked Questions

3. Federal College Work-Study • Purpose • Provides students the opportunity to help fund their education • Benefits the students, the University, and the community • Funding • By Institution • By Student

4. Federal Funding • Allocation at the beginning of the fiscal year • UVa allocation for 2008-2009 $1,261,412 • 25% ($315,353) for SEOG • Two match formulas • 70/30 Match with school for payroll • 100% for tutoring programs (America Reads and JumpStart)

5. Basic Need-Based Financial Aid • Cost of Attendance • - Tuition and Fees • - Room and Board • - Personal Expenses • - Books • less • Expected Family Contribution • equals • FINANCIAL AID NEED

6. Typical Award Package • Cost of Attendance = $41,000 • EFC = $10,000 • Financial Need = $31,000

7. Financial Aid Package • Loans = $6,500 • Work-Study = $3,000 • Grants = $21,500 • Total Award = $31,000

8. Drawing Funds • Monthly draw of Federal funds for matching • Review payroll, earnings by student • Edits • Student is authorized work study • Student has funding available • Allocation is appropriate

9. Work-Study: Roles and Responsibilities • FWS Coordinator – oversees the FWS Program in the Financial Aid Office • Human Resources in the Department • HRMS Specialist – sets up the student assignment in Oracle • Labor Distribution (LD) Specialist - distributes the percentage of funding for the student assignment to PTAOs in Oracle and makes LD adjustments

10. Work-Study: Roles and Responsibilities • Supervisor – assigns tasks, certifies work hours and signs the student’s timesheet • Timekeeper – inputs student’s hours into the Oracle payroll system • Reads Biweekly reports – checks FWS reports for HR errors and initiates corrections appropriately; monitors the students’ FWS award and reports any necessary adjustments to LD specialist. Follows up on corrections.

11. CAVLink • Registering for an account • Posting a job • Vouchers and the hiring process

12. Making the most of Oracle • Assignment in HR determines expenditure type (initial set up MOST IMPORTANT-use correct role codes from FWS handbook) • LD determines funding allocation (must allocate 70% to FWS and 30% to dept.) • Only (only, only, only) Work-Study expenditures allowed on SFS Work-Study awards • TRANSACTION CONTROLS SET TO BOUNCE ANY EXPENDITURES BUT WORK STUDY TO DEPARTMENT DEFAULT ACCOUNTS

13. Allocation Audits • Student may not earn more than Work-Study allocation • Institution may not draw • MORE THAN INSTITUTIONAL ALLOCATION • MORE THAN INDIVIDUAL STUDENT ALLOCATION • UVA must reconcile draw/individual earnings

14. Allocation Audits • Reconciliation occurs monthly (Department reports/SFS Audit) • Departments are asked to make adjustments to their accounts if students have used all of their FWS allocations • Final SFS Reconciliation is in September following FY • Adjustments by SFS will occur in September for previous FY

18. Work-Study Forms • Employers Work-Study Handbook • Employer Check List • Pay Rates • Work-Study Voucher • Pay Rate Adjustment Request

19. Frequently Asked Questions • The Department has limited funding. How can I make sure that we don’t overspend a student’s Work-Study allocation? Answer : Monitor the bi-weekly reports. Remember that these arrive half way through the next pay period so use information in “approx hours to work” to determine how much more the student may work.

20. Frequently Asked Questions • When I tried to do LD, I received a message that my award and project were not linked. What should I do? Answer : Call or email Edrina Allen. She will ensure that you have turned in a voucher and that we are in the process of linking the Work- Study award to your project. She will give you an estimate of when the award will be linked.

21. Frequently Asked Questions • Must I employ a Work-Study student for the full time allowed by the student award? Answer : Departments are expected to employ the student for the full award amount – except in cases where there are performance concerns.

22. Frequently Asked Questions • The student had a $3,000 award when I hired him. All of a sudden the department report says $1,000. What happened? Answer : Work-Study awards change • If the student requests a reduction • If the student receives funds from another entity (scholarship, loan)

23. Frequently Asked Questions • Oh great – Now what do I do? Answer : The student received an award letter noting the change and is expected to let his employer know. The department may continue the student’s employment but must fund 100% of the earnings past the Work-Study allocation. Notify your HRMS and LD Specialist to change the assignment and adjust the labor adjustment.

24. Frequently Asked Questions • My department would like to employ Work-Study students in the summer. May we? Answer: At the moment, our allocation is being fully utilized so that the only summer students we can support are America Reads and Jump Start. We will let Departments know if and when we have funding to support summer employment.

25. Frequently Asked Questions • Why is the last official day of work for all Work-Study students the last day of class. Can’t it be the last day of that pay period? Answer : Current University policy states that the last day of work for these students must be the last day of classes. After that date, students must be paid with Department funds only.

26. Frequently Asked Questions • I have a student who stopped working in the middle of the pay period. What end date goes in LD? Answer : The actual last date of work.

27. Frequently Asked Questions • Anything special happening this year? Answer : Student Financial Services will be conducting audits in various (yet to be determined) Departments to ensure that Work-Study requirements for documentation and timesheets are being met.

28. Your Questions?

29. Thank you!